1 Implementing SAP R/3 in 21st Century: Methodology and Case Studies Assist.Prof.Dr. Arzu Baloğlu Marmara University Computer Engineering [email protected] [email protected] 2 Implementing SAP R/3 in 21st Century: Methodology and Case Studies Introduction C1 Projects and Trends in the 21st Century 1.1. Introduction 1.2. What is SAP 1.3. Needs of the next century 1.4. What is Accelerated SAP (ASAP) 1.4.1 SAP R/3 system 1.4.2 ASAP implementation and some challenges 1.4.3 Conclusion C2 Introduction to SAP Project Management 2.1 Basic definitions: Project and project management 2.2 SAP Implementation Methodologies and Strategies 2.2.1 Step by step 2.2.2 Roll-out 2.2.3 Big Bang 2.3 Accelerated SAP: An overview 2.3.1 ASAP roadmap 2.3.2 Current changes with value SAP C3 An Efficient Tool for SAP Project Management : Internet Services 3.1 Internet programs for integral culture 3.2 Internet as project infrastructure 3.3 Using internet in project management 3.4 Checklist before installing implementation tools C4 How to Implement SAP 4.1 Project preparation 4.1.1 Project goals and objectives 4.1.2 Roles and key focus 4.1.3 Determining the implementation strategy 4.1.4 Developing a project budget 4.1.5 Setting up the program organization 4.1.6 Developing a charter 4.1.7 Creating the project team training plan 4.1.8 Determining the technical requirements 4.1.9 Setting up the project authority 4.1.10 Activity and project planning 4.1.11 Investigating the innovations in the project management practices 4.2 Solution definition 4.2.1 Designing the training plan 4.2.2 Technical design planning 4.2.3 Realization of some assessments 4.2.3.1 Focused current state assessment 4.2.3.2 Customer requirements assessment 4.2.3.3 Process performance assessment 4.2.3.4 Sub-process assessment 4.2.3.5 Human organization assessment 3 4.2.3.6 Current state technology performance assessment 4.2.4 Business process definition 4.2.5 Business case development 4.2.6 How to set up value driven method 4.2.7 Final definition of the solution model 4.3 Solution development and realization 4.3.1 Roles and key focus 4.3.2 Main activities in the realization phase 4.3.3 Project team training 4.3.4 Conversion and interfaces 4.3.5 Final configuration 4.3.6 Tests 4.3.7 Final integration test 4.3.8 Authorization 4.3.9 Prototyping 4.4 Final preparation 4.4.1 User manual and support 4.4.2 End user training 4.4.3 System management and system test 4.4.4 Cut-over plan 4.4.5 Final approval and validations 4.4.6 Going live check 4.4.7 Data transfer C5 How to maintain SAP 5.1. Post implementation maintenance 5.2. Completion: Analysis and documentation 5.3. Providing live system support 5.4. Managing the scope 5.4.1 Managing change request 5.4.2 Closing the change requests 5.5 Project auditing 5.6 Structuring the improvement activities 5.6.1 SAP and process consultants 5.6.2 BPR (Business Process Reengineering) C6 Importance of Local Culture 6.1 Cultural aspects of communication and teamwork 6.2 SAP in Turkish cultural context C7 Case Studies Case Study 1 -- Philip Morris, Turkey Case Study 2 -- Yasar Holding, Turkey Case Study 3 -- Basari Holding, Turkey Case Study 4 -- Project Experiences from the World Literature Case Study 5 -- Project Experiences from the SAP Project Managers C8 Conclusion 4 FOREWORD SAP is the most common ERP system all over the world as well as in Turkey. I worked for many companies, some of which were using and most of which were implementing SAP. I have experienced problems and successes with the projects I have been involved over the past years. However, based on my business experience on SAP projects I realized that useful documentation and reference books about SAP project management and approach were currently not available in Turkey or elsewhere, although project management is the most critical part of SAP implementations. Additionally, from both successful and unsuccessful implementations we keep on getting feedback about lack of reference books, written documentation and experience in these areas. SAP implementations require strong expertise and powerful project management. Furthermore, as far as we experienced, there are no satisfactory reference books about SAP project management in the universities where we teach ERP systems and implementations, either. Books related to SAP modules, technologies and ABAP are available in most places, but the subject of project management is generally addressed inadequately, in reference to SAP implementations. It is also a subject that is transforming over the years as new methodologies are introduced and new SAP products are integrated to existing modules. Yet I think that there is enough material about SAP implementation and project management to fill a book. All these issues point to the need for a methodological system approach. Particularly, implementations in Turkey require a methodology that supports the business processes that might be specific to Turkey and its legal requirements, and focuses on Turkish teamwork habits and work culture. This book does not claim to introduce a new methodology. Rather than that it is intended to provide a redesign in the methodology integrated with proven experiences, various company approaches, SAP implementation methods, my own experiences and information, and also elaborate case studies. I think that company case studies are especially valuable, so readers might be more interested in Chapter 7 where these are presented. The redesigned methodology, which is based on a new system approach, is supposed to improve the conventional methods integrating them with new technological tools. For instance, internet has been highlighted as a perfect tool for project management. We also provide two appendices, which might be helpful in implementation: Some project control table examples, which you can customize and improve within the realm of your project, and a detailed key project team profiles, which are hoped to assist you regarding your project team specifications. This book integrates various methods on basis of a common language, analyzing some experiences and methodologies in worldwide SAP implementations for the use of both academic and business communities, and is hoped to meet an essential need of current and potential SAP clients, available industrial users, SAP business partners, consultants, students and the academic community and new users in future. 5 ACKNOWLEDGMENTS I thank my family for their everlasting support and for coping with my problems during the writing process. Their support motivated me to continue this book. Particularly, I want to thank my mother because she has always pressed me in writing like a coach and made me calm whenever I was stressed. Her love, motivation and coaching have been incredible. Next, my gratitude goes to the my partner for co-authoring this book, Anil Ozkaynak, SAP Consultant from Innova Consulting in USA. Thank you soo much for your excellent values. Special thanks are due to those who have significantly influenced my thinking about supplied materials to help us write this book: Iffet Aybey – Philip Morris Turkey; Tayyar Bacak - Anadolu Endustri Holding AS, Burak Uzkan - Anadolu Endustri Holding ; Can Ulver,.- Yasar Holding AS, Astron Yazilim. Cihat Onbasi - Basari Group and to my other valuable collegues. Furthermore, I thank my students who helped us relating case studies: especially, Tamay Cilasun and Silan Dogan - Bilgi University; and my managers and colleagues who supported me with documentation and ideas about project methods for managing projects. Another thanks to my dear friend, Fred Keultjes - Computer Engineer, Netherlands. My final thanks to dear SAP employees Ozan Ersen, Sebla Salkur and Safa Haktanir from SAP Turkey Inc. Enjoy the book and please send me your feedbacks. For any inaccuracies, please accept my sincere apologies and forgive me until the next book. Dear Friends, Thank you all of you again. Arzu Baloglu 6 Figure List Figure 1.1. Linking the extended supply chain – SAP user day Figure 1.2. Integrating Back Office and Front Office Figure 1.3. SAP Product Family Figure 1.4. SAP R/3 Modules Figure 1.5. SAP Basis Figure 1.6. SAP Master Data Figure 2.1. Accelerated SAP – Implementation Solution Figure 2.2. Defining the points on the ASAP Upgrade Roadmap. Figure 2.3. Documents of an ASAP Project Figure 4.1. Project Preparation – work pacakages Figure 4.2. Define Project Goals and Objecticves Figure 4.3. Roles and Key Focus Figure 4.4. Review and confirm implementation plan Figure 4.5. Determine Project Organization Figure 4.6. Project Team Organization Chart Figure 4.7. Efficient project organization Figure 4.8. The initial project charter and the project charter Figure 4.9. Create and Issue Project Charter Figure 4.10. Create Project Team Training Plan Figure 4.11. End User Training and Documentation Strategy Figure 4.12. Technical Requirements planning for Local Projects Figure 4.13. A fragment of an activity-based work breakdown structure Figure 4.14. SAP Project Plan Figure 4.15. Design Training Plans Figure 4.16. Technical Design Planning Figure 4.17. Business Blueprint Figure 4.18. Business Process Definition Reports Figure4.19. Business Process Innovation Profile Structure Figure 4.20. Dependency of Activities in Business Case Development Figure 4.21. Dependency of Activities in Pilot Planning Figure 4.22. Dependency of activities in Review and Assessment Figure 4.23. Value/Time View Figure 4.24. Realization - Roles and Key Focus Figure 4.25. Project Team Training Figure 4.26.